Events Coordinator

POSITION SUMMARY

The position is responsible for assisting with the coordination, support, and ongoing monitoring of all City events, which requires flexibility and availability to be on-site during all events, including days, evenings, weekends, and holidays. Key responsibilities including assisting with the planning, marketing, production, and execution of City-wide special events, as well as providing support, as assigned, for other City-sponsored community events and priorities. Excellent logistical planning and coordination skills; well-developed critical thinking skills; and a proven ability to exercise independent and sound judgement; and appreciate, value, and consider diverse perspectives while being able to persuade, negotiate, influence, and participate collaboratively with partners and stakeholders in this role is vital to its success. This position reports directly to the Parks and Recreation Director.

ESSENTIAL FUNCTIONS

• Participates in planning, producing, organizing, and executing City-wide special events and entertainment programs.
• Presents all event applications and logistical details for review and approval by the Parks and Recreation Director, Manager, and supporting designees.
• Assists in determining and coordinating internal and external event support/staffing needs as part of initial event approval review. Internal support is provided by City departments, which are to be included in discussions regarding available resources vs. event needs to balance event needs with operational considerations.
• Performs on-site coordination, monitoring, and management of operations during events as assigned.
• Oversees activities at designated locations such as parks, pavilions, halls, City-owned facilities, and public areas.
• Coordinates and trains special event volunteers and part-time event staff as needed.
• Oversees weekly and quarterly events as assigned.
• Recommends, reviews, books, and contracts vendors, talent, and performers for City events as appropriate for the event/venue, submitting lists and set-up information to department Director for approval.
• Responsible for creating, updating, and implementing rental agreements for all rental facilities.
• Enforces City policies and procedures with event vendors, entertainment, performers, facility renters, event sponsors, staff, etc.
• Assists with event scripts for event timeframe parameters as a communication tool to ensure all associated activities are properly synchronized and all parties have a clear understanding of roles and responsibilities.
• May serve as City liaison, guiding and coordinating activities with community organizations and merchants for City events as assigned by the department Director.
• Recommends and participates in ongoing enhancements to existing events and the development of future events aligned with the City?s community and culture, which requires a creative and innovative mindset capable of thinking ?outside of the box.?
• Handles an array of event-related support functions including creating site layout and maps; creating and maintaining an internal calendar of events; developing and managing event, grant, and project budgets; collecting and maintaining proper documentation for all events; and completing various daily, weekly, quarterly, and annual reports, including ad hoc reports.
• Assists in the development, designs and edits event and program marketing plans and materials (i.e., posters, signage, etc.), utilizing all forms of media, including social media.
• Provides event information, schedules, and details, as appropriate, to the Communication and Marketing team for inclusion in community marketing materials and newsletters/publications.
• Proactively handles any event issues and responds to emergencies.
• Identifies and reports needed maintenance and repairs to appropriate City departments.
• Works a flexible schedule, including days, evenings, weekends, and holidays.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS

• Three (3) years of progressively responsible experience in event planning, with at least two (2) years in a coordination and/or supervisory role, or the equivalent combination of education, experience and training that provides the required knowledge, skills, and abilities.
• Possesses and maintains a valid Florida Class ?E? driver?s license and good driving record, with the ability to operate City vehicles to travel to/from facilities and appointments as needed.
• Demonstrated proficiency in MS Word, Excel, and Outlook, with the ability to learn new software and systems utilized by the City.

Exceptions to the minimum qualifications must be reviewed by the Human Resources Director and approved by the City Manager prior to job offer.

KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to effectively establish and maintain positive working relationships with partner groups, all City organizational levels, clients, and the general public.
• Skilled in demonstrating and maintaining a professional, courteous, and tactful demeanor when communicating with and providing direction to staff, volunteers, and clients and when addressing complaints, emergencies, stressful situations, and large groups of people.
• Ability to perform responsibilities with limited supervision while demonstrating sound judgement and excellent decision-making skills.
• Knowledgeable of and experienced in collaborating in the marketing of events, including website and social media platforms.
• Exceptional verbal and written communications, customer service, influencing, and organizational skills.
• Knowledge of logistical planning principles, best practices, procedures, and methods to successfully execute events and assigned goals and responsibilities.
• Ability to responsibly source and procure related products and supplies as per City Guidelines.
• Ability to establish and manage a budget and perform job responsibilities within budgetary parameters.
• Moderate knowledge of common accounting practices and mathematics.
• Ability to interpret and enforce policies and regulations in a uniform and consistent manner.

ENVIRONMENTAL AND PHYSICAL REQUIREMENTS

• Work is performed in both indoor and outdoor environmental conditions with exposure to varying weather conditions including inclement weather, heat, humidity, and cold, as well as dust, fumes, noise, uneven surfaces, and poor lighting.
• Tasks involve the intermittent performance of physically demanding work, typically involving some combination of reaching with hands and arms, bending, stretching, stooping, twisting, kneeling, running, swimming, or crouching, and that may involve lifting, carrying, pushing, and/or pulling of moderately heavy objects and materials (up to 40 pounds). The position also frequently requires long periods of walking; standing; sitting; balancing; feeling with hands and fingers; finger/hand dexterity; hearing; speech; driving a vehicle; and moving, lifting, pushing, and/or pulling up to 25 pounds.

• Requires sufficient visual acuity, periods of prolonged visual concentration both near and far, and the ability to hear above considerable noise levels (i.e., at outdoor events).

The City of Winter Garden is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Winter Garden provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.